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Operations policy for Heidelberg Document Server HeiDOK

  1. Objectives and criteria for content of HeiDOK

    The Institutional Repository HeiDOK offers the organizational and technical framework to all members of the University of Heidelberg for digitally publishing scientific documents. This service offered by the University Library of Heidelberg allows important scientific documents to be published on the Internet using strict quality control.

    The digital documents are provided with persistent identifiers and addresses, and are indexed within national and international library catalogues, search engines, and other reference tools. Furthermore, long-time preservation of digital publications is guaranteed.

    Operation and development of the Institutional Repository are integrated into national and international initiatives and projects like the German Initiative for Network-Information, the Open Archives Initiative (OAI) as well as the Open Access Infrastructure for Research in Europe (OpenAIRE)

  2. Services of Heidelberg University Library in electronic publishing

    The collection mandate of the University Library of Heidelberg consists of collecting, cataloguing, and archiving all the scientific documents published by the members of the University of Heidelberg. This applies both to original digital documents as well as to electronic versions of printed documents.

    Intellectual property rights will be preserved. Publishing the document with HeiDOK does not prevent publication elsewhere, such as scientific journals or other document servers. According to the recommendations of the German Science Council (Wissenschaftsrat) all academics of the University of Heidelberg are asked to secure further rights of use when negotiating with publishers. Later, perhaps after a certain qualifying period, they will also be asked to publish their documents on the Institutional Repository of the University of Heidelberg.

    The observance of copyright and rights of use for third parties lies solely with the authors or the editors of the digital documents. Heidelberg University Library offers an advisory service regarding copyright and rights of use.

  3. Digital documents

    The term "digital document" as used here is defined as a document based on text and images, that is stored in digital form on a data medium, and that is distributed via computer networks. In the future this term will be extended toward multimedia documents that include audio and video sequences.
    A document to be published with the Institutional Repository should meet the following requirements:

    1. It is to be distributed for the public.
    2. It is not a dynamic document. With any changes in the document a new version will be stored.
    3. It fulfils the technical parameters given by Heidelberg University Library.

    The documents are described in form and content by the authors or an authorised person via WWW-form and subsequently put on the document server HeiDOK. The data is available with no time limit. (5 years are guaranteed). Preserving depends on the availability of the formats, the viewer software, and the conversion tools. Published documents cannot be changed or deleted.
    Index regarding the content of the documents is taken by the author via standardized subject headings (SWD), free keywords and a classification code (DDC e.g.).

  4. Digital documents to be published and distributed on HeiDOK

    The following categories of digital documents will be stored and distributed:

    1. Current publications and copies of previously published documents by members of the University of Heidelberg with scientific content,
    2. Publication series of the University of Heidelberg,
    3. Single publications and publication series published by members of the University of Heidelberg, i.e. collections, conference papers, research reports, journals (E-Journals),
    4. Documents that are mandatory to be published according to examination rules and regulations (theses and dissertations),
    5. Single publications and publication series of institutions and persons associated with the University of Heidelberg,
    6. Documents of University of Heidelberg students like master theses and seminar papers.
  5. Technical characteristics of HeiDOK

    1. The digital documents are provided with individual and persistent addresses. This enables direct access to the document. The addresses are registered as PURLs (Persistent Uniform Resource Locator). Administration and support of the PURLs is guaranteed by the University Library of Heidelberg.
    2. Retrieving the digital documents is possible via HeiDOK, library catalogues, queries of the bibliographical metadata, via regional and supra-regional indexing systems and OAI-Service Provider (e.g. OAIster).
    3. For indexing, storage and archiving of the digital documents international standards like the guidelines of the Open Archives Initiative (OAI) are employed and developed.
    4. Preserving depends on the availability of these formats, their viewer software, and their conversion tools. An archiving time span of 5 years is guaranteed.
  6. Organisational regulations

    1. HeiDOK is operated by Heidelberg University Library.
    2. The electronic publication is free of charge for University of Heidelberg staff and members of associated institutions.
    3. Additional services that are necessary for publication, like processing digital documents or conversion into other formats, are conducted by the staff of Heidelberg University Library.
    4. For all questions concerning HeiDOK: see Contact
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